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Family and Medical Leave Procedure

Section 300, Proc. 338
Related Policy: HR0338
Related Forms: FML Request Form_Revised 2015FML_Medical_Certification_2013

Effective: 5/1/2015


To set forth procedures for the approval and use of Family and Medical Leave for regular staff.


1. Request for FML by the Employee.

When an employee is going to be absent due to an eligible FML event, the employee must complete a Family and Medical Leave Request form (available from HR-Employee Relations), and submit it to his/her supervisor for approval. The request is forwarded to HR-Employee Relations for approval.

2. Medical Certification Option.

The department head may require medical certification to support the request for family and medical leave. This is to be completed by the physician and returned to HR-Employee Relations.

3. Recording FML Leave

An employee who takes leave that is designated as medical leave must first exhaust, in order, all unused compensatory time, sick leave, annual leave, and personal leave. However, an employee may opt to retain up to five (5) days or 40 hours of sick leave, whichever is less. Once the employee has exhausted his or her paid leave, he or she will go on unpaid leave for the remainder of the medical leave period.

4. Maintaining the FML Leave Record; Reporting Deadline.

The department maintains a record of the dates of FML absences (whether the employee has accumulated and is using paid sick leave or not) in IRIS on the Bi-weekly or Salaried Employee time report. The twelve-week per twelve-month period allowed is measured from the first day of FML.

5. Deeming FML When No Request is Made by the Employee.

If the department believes an employee’s absence qualifies for FML, and the employee has not requested it, the department should complete the Family and Medical Leave Request form and submit it to HR-Employee Relations for approval. The department must then notify the employee in writing that the leave will be counted as FML with the time frame permitted by HR Policy 0338.

See also

Leaves of Absence, HR0355; Sick Leave, HR0380; Sick Leave Bank, HR0382 for guidance when the Family and Medical Leave have been exhausted.


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